{"id":67067,"date":"2026-08-19T00:26:22","date_gmt":"2026-08-19T00:26:22","guid":{"rendered":"https:\/\/www.sogolytics.com\/help\/?page_id=67067"},"modified":"2026-08-19T00:29:52","modified_gmt":"2026-08-19T00:29:52","slug":"define-a-derived-field-manually","status":"publish","type":"page","link":"https:\/\/www.sogolytics.com\/help\/define-a-derived-field-manually\/","title":{"rendered":"Define a Derived Field Manually"},"content":{"rendered":"<style>\n\/* Offset anchor jumps so headings aren't hidden behind the fixed help header *\/\nh2[id], h3[id] {\n  scroll-margin-top: 100px;\n}\n<\/style>\n<p>Choose <strong>Create Manually<\/strong> when you want full control over the calculation. You can describe the calculation in plain English and have AI write the formula, or type it yourself. Both routes produce a formula you can check, preview, and save.<\/p>\n<h3>In this article<\/h3>\n<ul>\n<li><a href=\"#define-manually\">Define a field manually<\/a><\/li>\n<li><a href=\"#describe-plain-english\">Describe a formula in plain English<\/a><\/li>\n<li><a href=\"#compose-editor\">Compose a formula in the editor<\/a><\/li>\n<li><a href=\"#insert-fields-functions\">Insert fields and functions<\/a><\/li>\n<li><a href=\"#validate-formula\">Validate a formula<\/a><\/li>\n<li><a href=\"#preview-results\">Preview the results before saving<\/a><\/li>\n<\/ul>\n<h2 id=\"define-manually\">Define a field manually<\/h2>\n<ol>\n<li>Enter a <strong>Field Name<\/strong>. This becomes the column heading.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield13.png\" \/><\/li>\n<li>Select a <strong>Field Type<\/strong> to match the result your formula produces:<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield14.png\" \/><\/li>\n<\/ol>\n<table>\n<thead>\n<tr>\n<th>Field Type<\/th>\n<th>Use it for<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Number<\/td>\n<td>Whole numbers, such as a count of purchases.<\/td>\n<\/tr>\n<tr>\n<td>Decimal<\/td>\n<td>Numbers with decimal places, such as an average order value.<\/td>\n<\/tr>\n<tr>\n<td>Percentage<\/td>\n<td>A value expressed as a percentage, such as a discount or completion rate.<\/td>\n<\/tr>\n<tr>\n<td>String<\/td>\n<td>Free text, such as a formatted name, label, or category.<\/td>\n<\/tr>\n<tr>\n<td>Email<\/td>\n<td>An email address.<\/td>\n<\/tr>\n<tr>\n<td>Phone<\/td>\n<td>A phone number.<\/td>\n<\/tr>\n<tr>\n<td>URL<\/td>\n<td>A web address.<\/td>\n<\/tr>\n<tr>\n<td>Date<\/td>\n<td>A calendar date, such as a customer&rsquo;s first purchase date.<\/td>\n<\/tr>\n<tr>\n<td>Boolean<\/td>\n<td>A true\/false result, such as whether a customer has ever purchased.<\/td>\n<\/tr>\n<tr>\n<td>Time<\/td>\n<td>A time of day.<\/td>\n<\/tr>\n<tr>\n<td>Date-Time<\/td>\n<td>A date together with a time.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<ol start=\"3\">\n<li>The <strong>Refresh Schedule<\/strong> determines when the field recalculates after it is first created. Select the option that matches how quickly the underlying data changes.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield15.png\" \/><\/li>\n<\/ol>\n<table>\n<thead>\n<tr>\n<th>Strategy<\/th>\n<th>When it recalculates<\/th>\n<th>In this example<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Static (one-time)<\/td>\n<td>Once, when you save; never again.<\/td>\n<td>The recency bucket a customer was in at the start of a campaign.<\/td>\n<\/tr>\n<tr>\n<td>On Activity Import<\/td>\n<td>Each time you import new contacts or activity records.<\/td>\n<td>Total Spend, which therefore grows with each new import.<\/td>\n<\/tr>\n<tr>\n<td>Scheduled (daily)<\/td>\n<td>Once a day.<\/td>\n<td>Days Since Last Purchase, which increases by one each day.<\/td>\n<\/tr>\n<tr>\n<td>Scheduled (weekly)<\/td>\n<td>Once a week, on a day and time you specify.<\/td>\n<td>A slower-changing segment reviewed before weekly emails.<\/td>\n<\/tr>\n<tr>\n<td>On Demand<\/td>\n<td>Only when you select Refresh Now.<\/td>\n<td>A single review before a reactivation campaign.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<div class=\"sogo-help-info-box\">\n<i class=\"fal fa-info-circle\"><\/i><\/p>\n<div class=\"sogo-info-text\">\n<p><strong>Good to know<\/strong><\/p>\n<ul>\n<li>A <strong>Static<\/strong> field displays its creation date and never refreshes; it is intended to remain fixed. For every other strategy, the &ldquo;last refreshed&rdquo; time advances only when an update completes successfully.<\/li>\n<li>An <strong>On Demand<\/strong> field never updates automatically; you refresh it with <strong>Refresh Now<\/strong> in the field&rsquo;s detail panel. If it has not been refreshed for some time, the fx badge turns amber to indicate the values may be out of date.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<ol start=\"4\">\n<li>Compose the formula \u2014 either enable <strong>Describe in natural language<\/strong>, or turn the toggle off and type the formula into the editor.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield16.png\" \/><\/li>\n<li>Click on <strong>Validate<\/strong> to verify the accuracy of the formula and use <strong>Auto Correct<\/strong> to correct the formula in case there are any errors.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield17.png\" \/><\/li>\n<li>Click on <strong>Preview Sample Data<\/strong> to review the results against real records.<\/li>\n<li>Click <strong>Create Field<\/strong> once you have verified the sample output through the Preview. You are returned to your records, where the new column populates as the values are calculated.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield18.png\" \/><\/li>\n<\/ol>\n<div class=\"sogo-help-info-box\">\n<i class=\"fal fa-info-circle\"><\/i><\/p>\n<div class=\"sogo-info-text\">\n<p><strong>Good to know<\/strong><\/p>\n<ul>\n<li>A formula cannot refer to itself, and it cannot reference another Derived Field. Formulas that would loop are reported as an error.<\/li>\n<li>Field types must be compatible. For example, you cannot add a date to a piece of text.<\/li>\n<\/ul>\n<\/div>\n<\/div>\n<hr \/>\n<h2 id=\"describe-plain-english\">Describe a formula in plain English<\/h2>\n<p>If you would rather not write a formula, describe the calculation in your own words and AI will write it for you. Only your field names and data types are used to interpret the request; no actual data is sent.<\/p>\n<ol>\n<li>Enable <strong>Describe in natural language<\/strong>.<\/li>\n<li>Enter a description of the calculation. If you are unsure how to phrase it, select one of the example prompts below the box and adjust it to suit your requirement.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield19.png\" \/><\/li>\n<li>Click <strong>Generate Formula<\/strong>. The completed formula opens in the editor, ready for you to review.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield20.gif\" \/><\/li>\n<\/ol>\n<div class=\"example-block-container blue-shade\">\n        <span class=\"example-block-content\"><span class=\"example-block-header\">For example:<\/span><br \/>\nThe user enters: &ldquo;Label each customer Recent, Warm or Lapsed based on how many days it has been since their last purchase using the Purchase Activity&rdquo;<\/p>\n<p>Clicking Generate Formula returns:<\/p>\n<p>IF(DATEDIFF(TODAY(), MAX([Purchase History.Purchase Date]), &#8220;days&#8221;) &lt;= 30, &#8220;Recent&#8221;,<br \/>\n   IF(DATEDIFF(TODAY(), MAX([Purchase History.Purchase Date]), &#8220;days&#8221;) &lt;= 90, &#8220;Warm&#8221;, &#8220;Lapsed&#8221;))<\/p>\n<p>Read the formula in the order the rule is applied: 30 days or fewer results in Recent; otherwise, 90 days or fewer results in Warm; anything longer is labeled as Lapsed. If your description cannot be matched to your fields, you will be asked to revise it \u2014 enter the field names exactly as they appear in your Directory.<br \/>\n<\/span>\n  <\/div>\n<hr \/>\n<h2 id=\"compose-editor\">Compose a formula in the editor<\/h2>\n<p>The formula editor is where you build your formula. You can type directly into it, or click any item in the operator bar or the lists below to insert it at the cursor.<\/p>\n<ul>\n<li><strong>Operator bar<\/strong> \u2014 buttons for the common operators: + &minus; &times; &divide;, remainder (%), the comparisons (=, &ne;, &gt;, &lt;, &ge;, &le;), AND, OR, NOT, brackets, quotation marks, and a comma.<\/li>\n<li><strong>Formula box<\/strong> \u2014 where you type the formula. A status bar beneath it indicates whether the formula is valid.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield21.png\" \/><\/li>\n<li><strong>Fields and Functions panel<\/strong> \u2014 two tabs for inserting your fields and ready-made functions.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield22.png\" \/><\/li>\n<\/ul>\n<p>Two rules govern how field names are written:<\/p>\n<ul>\n<li>A field on the contact is enclosed in square brackets: <code>[City]<\/code>.<\/li>\n<li>A field on an activity is prefixed with the activity name and a full stop: <code>[Purchase History.Amount]<\/code><\/li>\n<\/ul>\n<hr \/>\n<h2 id=\"insert-fields-functions\">Insert fields and functions<\/h2>\n<p>Two tabs sit beneath the formula box. Clicking any item inserts it at the cursor, so exact spellings never need to be recalled.<\/p>\n<ul>\n<li>On the <strong>Fields<\/strong> tab, <strong>Directory Fields<\/strong> holds your contact fields, and each linked activity \u2014 such as Purchase History \u2014 is listed as its own group. Use the search box to narrow the list, then click a field to insert it.<\/li>\n<li>On the <strong>Functions<\/strong> tab, functions are grouped as Text, Math, Conditional, Date\/Time, and Aggregate. Search by name or browse a group, then click a function to insert it. The full list appears in the <a href=\"\/help\/derived-field-function-reference\/\" rel=\"noopener\">Function Reference<\/a>.<\/li>\n<\/ul>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield22.png\" \/><\/p>\n<hr \/>\n<h2 id=\"validate-formula\">Validate a formula<\/h2>\n<ol>\n<li>Click on <strong>Validate<\/strong>. The formula is validated against the fields and functions available to you.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield23.png\" \/><\/li>\n<li>Read the message beneath the box. A valid formula returns <strong>Syntax valid<\/strong>; otherwise, the message identifies what to correct.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield24.png\" \/><\/li>\n<li>Correct the formula by clicking on <strong>Autocorrect<\/strong> and click <strong>Check again<\/strong>.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield25.gif\" \/><\/li>\n<\/ol>\n<p>Preview remains disabled until the formula passes validation. Hovering over it explains that it becomes available once the formula is complete and correct.<\/p>\n<hr \/>\n<h2 id=\"preview-results\">Preview the results before saving<\/h2>\n<p>Preview shows exactly what your new field would contain, using a sample of up to 10 real records. Nothing is saved while you review it, so you can preview as often as required.<\/p>\n<ol>\n<li>Click <strong>Preview Sample Data<\/strong> to review the results against real records.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield26.png\" \/><\/li>\n<li>A panel opens over the modal. Compare each result against the values it was derived from, and confirm that records with missing information behave as expected.<\/li>\n<li>Close the preview to amend the formula, or proceed to save.<br \/>\n  <img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/derivedfield27.png\" \/><\/li>\n<\/ol>\n<table>\n<thead>\n<tr>\n<th>The table shows&hellip;<\/th>\n<th>What it displays<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Unique Field<\/td>\n<td>Your Directory&rsquo;s unique field, such as Email Address, so you can recognise each customer.<\/td>\n<\/tr>\n<tr>\n<td>Source Field<\/td>\n<td>A column of raw input values so you can check the result against them.<\/td>\n<\/tr>\n<tr>\n<td>Derived Field<\/td>\n<td>The highlighted column on the right, marked with the fx badge \u2014 the value your new field would hold.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<hr \/>\n<h2 id=\"see-also\">See also<\/h2>\n<ul>\n<li><a href=\"\/help\/create-and-configure-derived-fields\/\" rel=\"noopener\">Create and Configure Derived Fields<\/a><\/li>\n<li><a href=\"\/help\/create-derived-fields-from-ai-suggestions\/\" rel=\"noopener\">Create Derived Fields from AI Suggestions<\/a><\/li>\n<li><a href=\"\/help\/managing-and-using-derived-fields\/\" rel=\"noopener\">Managing and Using Derived Fields<\/a><\/li>\n<li><a href=\"\/help\/derived-field-function-reference\/\" rel=\"noopener\">Function Reference<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Choose Create Manually when you want full control over the calculation. You can describe the calculation in plain English and have AI write the formula, or type it yourself. Both routes produce a formula you can check, preview, and save. In this article Define a field manually Describe a formula in plain English Compose a formula in the editor Insert fields and functions Validate a formula Preview the results before saving Define a field manually Enter a Field Name. This becomes the column heading. Select a Field Type to match the result your formula produces: Field Type Use it for Number Whole numbers, such as a count of purchases. Decimal Numbers with decimal places, such as an average order value. Percentage A value expressed as a percentage, such as a discount or completion rate. String Free text, such as a formatted name, label, or category. Email An email address. Phone A phone number. URL A web address. Date A calendar date, such as a customer&rsquo;s first purchase date. Boolean A true\/false result, such as whether a customer has ever purchased. Time A time of day. Date-Time A date together with a time. The Refresh Schedule determines when the field recalculates after it is first created. Select the option that matches how quickly the underlying data changes. Strategy When it recalculates In this example Static (one-time) Once, when you save; never again. The recency bucket a customer was in at the start of a campaign. On Activity Import Each time you [&hellip;]<\/p>\n","protected":false},"author":33,"featured_media":0,"parent":0,"menu_order":68,"comment_status":"closed","ping_status":"closed","template":"sogo_new_design.php","meta":{"_acf_changed":false,"footnotes":""},"categories":[526],"tags":[528,463],"class_list":["post-67067","page","type-page","status-publish","hentry","category-derived-fields","tag-define-a-derived-field-manually","tag-directory"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.1 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Define a Derived Field Manually | Sogolytics<\/title>\n<meta name=\"description\" content=\"Build a Derived Field yourself: choose a field type and refresh schedule, describe the formula in plain English or write it, then validate and preview.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.sogolytics.com\/help\/define-a-derived-field-manually\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Define a Derived Field Manually | Sogolytics\" \/>\n<meta property=\"og:description\" content=\"Build a Derived Field yourself: choose a field type and refresh schedule, describe the formula in plain English or write it, then validate and preview.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.sogolytics.com\/help\/define-a-derived-field-manually\/\" \/>\n<meta property=\"og:site_name\" content=\"Sogolytics\" \/>\n<meta property=\"article:modified_time\" content=\"2026-08-19T00:29:52+00:00\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"9 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.sogolytics.com\\\/help\\\/define-a-derived-field-manually\\\/\",\"url\":\"https:\\\/\\\/www.sogolytics.com\\\/help\\\/define-a-derived-field-manually\\\/\",\"name\":\"Define a Derived Field Manually | Sogolytics\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.sogolytics.com\\\/help\\\/#website\"},\"datePublished\":\"2026-08-19T00:26:22+00:00\",\"dateModified\":\"2026-08-19T00:29:52+00:00\",\"description\":\"Build a Derived Field yourself: choose a field type and refresh schedule, describe the formula in plain English or write it, then validate and preview.\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/www.sogolytics.com\\\/help\\\/define-a-derived-field-manually\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/www.sogolytics.com\\\/help\\\/define-a-derived-field-manually\\\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\\\/\\\/www.sogolytics.com\\\/help\\\/define-a-derived-field-manually\\\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\\\/\\\/www.sogolytics.com\\\/help\\\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Define a Derived Field Manually\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\\\/\\\/www.sogolytics.com\\\/help\\\/#website\",\"url\":\"https:\\\/\\\/www.sogolytics.com\\\/help\\\/\",\"name\":\"Sogolytics\",\"description\":\"Sogolytics - 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